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07/02/2012 15 Jail Expansion Feasibility Study Agreement with LCA Architects 1 . i' *p i BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. L For Meeting of: July 2, 2012 ITEM TITLE: Resolution authorizing an Agreement with LCA Architects for the provision of a Jail Expansion Feasibility Study SUBMITTED BY: Chief Dominic Rizzi, Jr. 575 -6211 CONTACT PERSON/TELEPHONE: Captain Greg Copeland 575 -3032 SUMMARY EXPLANATION: The City Council has directed the Police Department to research options to contain cost for long term prisoner detention. One such option is the expansion of the current Yakima City Jail. The first step in researching this option is to conduct an expansion feasibility study. LCA Architects has submitted a proposal to conduct this study for the amount of $50,000. Appropriation for this project is being submitted under a separate appropriation ordinance. Resolution X Ordinance Other (specify) Contract: X Mail to: LCA Architects, 1221 Shoreline Lane, Boise, ID 83702 Contract Term: Amount: $50,000 Expiration Date: Insurance Required? No Funding General Fund - Professional Services Phone: 208 - 344 - 9002 Source: APPROVED FOR City Manager SUBMITTAL: *" STAFF RECOMMENDATION: Adopt resolution BOARD /COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download D Jail Feasibility Study Resolution O jail feasibility contract RESOLUTION NO. R-2012-_ A RESOLUTION authorizing the City Manager of the City of Yakima to execute an Agreement with LCA Architects for the provision of a Jail Expansion Feasibility Study. ' WHEREAS, the Yakima City Jail currently has a maximum capacity of only 78 . - prisoners; and WHEREAS, the Yakima Police Department desires to determine the most cost - effective and efficient way to house prisoners; and WHEREAS, the City Council has requested the Department pursue long term detention options; and WHEREAS, the City Council of the City of Yakima deems it to be in the best interest of the City of Yakima to enter into the attached Agreement with LCA Architects for the provision of a Jail Expansion Feasibility Study, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager of the City of Yakima is hereby authorized and directed to execute the attached and incorporated "Jail Expansion Feasibility Study Agreement" for the provision of a report into the feasibility of expansion of current Yakima City Jail facilities. ADOPTED BY THE CITY COUNCIL this 19th day of June, 2012. Micah Cawley, Mayor ATTEST: City Clerk ;it's i LCA Architects June 7, 2012 Greg Copeland, Captain City of Yakima Police Department 200 S. 3 Street Yakima, Washington 98901 Re: CITY OF YAKIMA - JAIL EXPANSION FEASIBILITY STUDY - REVISED Dear Mr. Copeland: • Thank you for selecting LCA Architects to provide the City of Yakima with a Feasibility Study for a Jail Expahsion. We are pleased to submit the following proposal for this project. As a part of our services, our team is prepared to perform the following tasks: PRE- PLANNING WORKSHOP We will conduct a project initiation meeting with key stakeholders to develop an understanding of relevant issues, to gather information and to help us become more familiar with your current situation and your primary objectives and investigate city population growth projections through a number of different sources and collect past information on jail operations. This will ensure that we get a full understanding of the kind of growth expected, and the demographics. NEEDS ASSESSMENT We will work together with department heads and line staff (transition team) to develop criminal justice system scenarios using present and future average length of stays, present and future jail admissions, admission rates, peaking factors and classifications and build a forecasting model for Jail that will give projected bed need estimates for the next 20 years. We will also interview personnel from other law enforcement agencies within and around Yakima to review their strategic plans for the future, and how their growth and shifts in local policies may impact the jail. This will ensure we get an accurate future incarceration rate for the City of Yakima. PROGRAMMING Based on the forecasting model for the jail, we will determine the number and types of beds necessary to fulfill the jails 20 year projected growth needs and program the space needed based on typical planning data utilized on previous jail facilities. A space program /spread sheet will be prepared for use during the planning process. CONCEPT DESIGN 1221 5horeliiie Ln We will develop the architectural layout and preliminary design for the facility expansion by providing :B io- 8379 graphic block "space diagrams" indicating various options for expansion. We will review those options to come to a consensus as to the best approach to adding on to your existing facility and prepare an opinion PP 9 Y 9 Y P P P tnx.aas,3aa 9api;. of probable construction cost, including site development and associated soft costs, producing a total ika@icarch : com project budget. EPITEMOTIMAW ' • rya': �. �` �: �, e_!: c. ,..:,t "o:- a`- r,A:'�'S;l2,'�f June 7, 2012 City of Yakima Jail Feasibility Study Page 2 OPERATIONAL ANALYSIS Develop a staffing plan, program analysis, operational philosophy, operating cost estimate, and an operational pro - forma. This will also include potential revenue sources and potential income. We will also financially analyze any information readily available from the county regarding your existing housing contract in order to provide a direct comparison to housing with the county to housing your own inmates in an expanded facility. FINAL DOCUMENT PLAN At the conclusion of the study, we will also provide an analysis of options for capital funding sources for the project. We will present the summary report to the designated representatives of the Client clearly outlining "what to do next" and answering questions that may arise. We will then provide copies of the final report for your use. TERMS OF COMPENSATION We will provide these services for a fixed fee not to exceed Fifty Thousand Dollars ($50,000.00) including expenses. LCA has included up to six (6) site visits to Yakima for workshops and presentations. Additional site visits if required and authorized by the City will be billed at a rate of $1,000.00 per additional trip, including expenses. Following is a breakdown of the tasks: Pre Planning $ 5,000.00 Needs Assessment $ 10,000.00 Programming $ 10,000.00 Concept Design $ 10,000.00 Operational Analysis $ 10,000.00 Final Document Plan $ 5,000.00 Billings shall be sent out monthly and are due within thirty days of receipt of the billing. We have not included the cost of a forensic accountant in our fees above. This may be necessary depending on how and in what form the information is available from the County to do a financial analysis of your existing contract. If deemed mutually necessary, this cost will be billed as an additional service at a rate of $150 00 per hour plus expenses. TERMS AND CONDITIONS The services and compensation of LCA are based on the following conditions unless otherwise noted in the accompanying proposal: 1. Scope of Services 1 1. Services offered are limited to those services described in the proposal. No other services are offered or implied unless specifically addressed in the proposal. 2. Standard of Care 2.1. Services provided by LCA under this Agreement will be performed in a manner consistent with that degree of skill and care ordinarily exercised by members of the same profession currently practicing under similar circumstances and in accordance with the governing codes and regulations adopted at the time of the execution of this Agreement. No other LCA Architects 1221 Shoreline Lane, Boise, Idaho 83702 ph: 208.345.6677 fx: 208.344.9002 , June 7, 2012 City of Yakima Jail Feasibility Study Page 3 warranty or representation, either expressed or implied, is included or intended in our proposals, contracts, plans and specifications or reports. 3. Indemnification and Hold Harmless 3.1. LCA agrees to protect, indemnify; and hold harmless the City, its elected officials, officers, employees, agents, and volunteers from any and all claims, demands, losses, liens, liabilities, penalties, fines, lawsuits, and other proceedings and all judgments, awards, costs and expenses (including reasonable attorneys' fees and disbursements) resulting from death or bodily injury to any person or damage or destruction to a third party or third parties to the extent caused by any negligent act and/or omission of LCA, its officers, employees, agents, volunteers and /or subcontractors, arising out of the performance of this Contract. 3.2: Nothing contained in this Section or this Contract shall be construed to create a liability or a right of indemnification in any third party. 4. Insurance 4 1. At all times during performance of the Services, LCA shall secure and maintain in effect insurance to protect the City and LCA from and against all claims, damages, losses, and expenses arising out of or resulting from the performance of this Contract. LCA shall provide and maintain in force insurance in limits no less than that stated below, as applicable. The City reserves the right to require higher limits should it deems it necessary in the best interest of the public. 4.2. Commercial General Liability Insurance. Before this Contract is fully executed by the parties, LCA shall provide the City with a certificate of insurance as proof of commercial liability insurance and commercial umbrella liability insurance with a total minimum liability limit of Two Million Dollars ($2,000,000.00) per occurrence combined single limit bodily injury and property damage, and Two Million Dollars ($2,000,000.00) general aggregate (per project). The policy shall include employer's liability (Washington Stop Gap). The certificate shall clearly state who the provider is, the coverage amount, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Contract. The policy shall name the City, its elected officials, officers, agents, employees, and volunteers as additional insureds. The insurance shall be with an insurance company or a company rated A -VII or higher in Best's Guide and admitted in the State of Washington. 4.3. If LCA owns any vehicles, before this Contract is fully executed by the parties, LCA shall provide the City with a certificate of insurance as proof of commercial automobile liability insurance and commercial umbrella liability insurance with a total minimum liability limit of Two Million Dollars ($2,000,000 00) per occurrence combined single limit bodily injury and property damage. Automobile liability will apply to "Any Auto" and be shown on the certificate. 4.4. If LCA does not own any vehicles, only "Non -owned and Hired Automobile Liability" will be required and may added to the commercial liability coverage at the same limits as required in that section of this Contract, which is Section 2 entitled "Commercial Liability Insurance ". 4.5. Under either situation described above in Section 4.3 and Section 4.4, the required certificate of insurance shall clearly state who the provider is, the coverage amount, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Contract. The policy shall name the City, its elected officials, officers, agents, employees, and volunteers as additional insureds. The insurance shall be with an insurance company or a company rated A -VII or higher in Best's Guide and admitted in the State of Washington. LCA Architects 1221 Shoreline Lane, Boise, Idaho 83702 ph: 208.345.6677 fx: 208.344.9002 reg June 7, 2012 City of Yakima Jail Feasibility Study Page 4 4.6. Professional Liability Coverage. Before this Contract is fully executed by the parties, LCA shall provide the City with a certificate of insurance as proof of professional liability coverage with a total minimum liability limit of Two Million Dollars ($2,000,000.00) per claim combined single limit bodily injury and property damage, and Two Million Dollars ($2,000,000.00) aggregate. The certificate shall clearly state who the provider is, the coverage amount, the policy number, and when the policy and provisions provided are in effect. The insurance shall be with an insurance company or companies rated A -VII or higher in Best's Guide. If the policy is written on a claim made basis the coverage will continue in force for an additional two years after the completion of this contract. 5. Miscellaneous Provisions 5.1. In case of termination of the Architect's services, the designs, drawings, specifications and architectural calculations, as progressed to the date of termination, shall become the property of the Owner and will be made available to the Owner and any successor architect for continuation of the Project. Any reuse by the Owner or third parties shall be at the sole risk of the Owner and the Owner shall indemnify and save harmless the Architect form any and all liability, cost, claims, damages, losses and expenses including attomey's fees arising out of, or resulting from such reuse. 5.2. Dispute Resolution: In an effort to resolve any conflicts that arise during the design of the project or following the completion of the project, Client and LCA agree that all disputes between them arising out of or relating to this agreement, or breach thereof, shall be initially submitted to nonbinding mediation, and if mediation is not successful, shall be exclusively governed by the laws and courts of the Owner. 5.3. Termination: Either party may terminate the agreement for convenience after seven (7) days written notice of intent to terminate. Client shall be responsible for all costs and charges incurred up to the date of termination, including reasonable costs.for LCA to close the work and organize files. LCA agrees not to charge for lost or anticipated profits on the work not completed and will provide copies of work files to Client upon receipt of final payment. If you find this agreement acceptable, please sign one copy and return if for our records so that we may proceed immediately. Sincerely, Acknowledged, LCA ARCHITECTS CITY OF YAKIMA i r Rul.ee Moorhe.; IA Tony O'Rourke, City Manager Managing Partner 06/07/2012 Date Date Yakima City Jail Feasibility Study Revised 060712 RMss LCA Architects 1221 Shoreline Lane, Boise, Idaho 83702 ph: 208.345.6677 ix: 208.344.9002